Locations - Simplified Overview of Your Organisations Inventory

Inventory Locations Overview

The Inventory Locations screen is a simplified display of all inventory locations within the company data file.

The viewing of location data is restricted to the company that the user is logged into. If you are logged in as a Master this Inquiry screen will display all Locations set up within the data file across all companies and the Departments that they are linked to. If you wish to see all locations within the data file simultaneously a Master login will be required. 

Double clicking on a Location line item will open the below dialog box for additional information and modification.

Locations Details Page


The Location area gives the user the ability to Modify the location details including the ID, Name, Company, Department, Contact, Phone, Email and Address.

Dictation and Speech to Text Overview

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.

The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.


The Roster allows you to create a Roster timetable for the specific location, which will then also be used by SapphireOne’s PayRoll/HR Rostering function. This includes Days, Times, Shift Hours and Breaks.


This area is linked to the Roster function and gives the user the ability to establish multiple areas or roles within the one location. For example, a passenger aircraft may require the following staff. A captain, first officer and air marshal as well as, seven flight attendants, and one senior flight attendant.

Picking Efficiency Page

SapphireOne Picking Efficiency Page in Location Inquiry screen is where the user can add Bays to a Location. Any number of Bays may be added and Inventory items may be linked to any particular Bay. This gives users the ability to identify where all the Bays are within a location, providing a map of the location/Bays/Warehouses showing where all the inventory items are and providing the most efficient route get there.

The purpose of the Picking Efficiency page is so that when an Order is placed, SapphireOne knows where each individual item is in the warehouse from a fixed point. When a Picking List is generated SapphireOne will be able to print the report in the order that the items are stored in the ware house, enabling employees to simply walk through once and get all the items on the list without having to back track.

The order may then be entered into SapphireOne as normal. However, if PDA’s and barcodes are used employees will be able to pick orders and enter them in to SapphireOne without knowing anything about the functioning of SapphireOne.

They will be able to go out to into the warehouse, pick the order scanning bar codes as they go, return to the packaging area and pack the orders, then hand the picking slip to the employee who then will then process the order as required. i.e. from an Order to a Sales Invoice. There is no actual data entry as this is done through the entry of Barcode data, just the processing of the order by the employee then later posting it by the designated employee.

The SapphireOne Custom WebPack will also provide employees with the ability to do this off any Mac IOS device.

Bay Area

To create a new Bay attached to this location, select the Add button.

  • Order – When the same stock is held in multiple Bays this Order number sets the precedence that stock is added to when Purchased, or sold from for a Sale. The Bay with the lowest Order number will be selected first.
  • Name – The Bays may be named to anything you like.
  • Distance – In the Bay area, this is the distance to each Bay measured from a fixed point (usually the entrance door). In the Distance Table area, this is the distances between the Bays themselves.
  • Sequence – This is a number generated by SapphireOne to keep track of the Bay details. By default SapphireOne will place inventory items in the first bay in the list. This can be altered by using the ‘Select Default Arrival Bay’ function as detailed below.
  • Select Default Arrival Bay Button – Selecting this button allows the user to select their preferred Default Arrival Bay. This is the Bay in which SapphireOne will default place inventory items into. When Items are purchased and are to go into the default bay, the user does not need to make any adjustments unless they want to place the items in a different Bay. The Default Bay is also commonly referred to as the ‘pick face’ Bay. A pick face refers to the main and most efficient picking location within a warehouse or production facility. Replenishments can be triggered on a pick face to ensure a picker always has enough inventory at the most efficient pick face location.
  • Update Inventory Button – This button is to force an update of the Inventory items and the associated Bay details. However, this is not normally used as when Inventory Items are created the user would manually link them at the time to a Bay.
  • Update Table Button – This button is used to create the basic framework for the Distance Table in the lower section of the screen. The user is then required to enter in the distance details from Bay-to-Bay. Using the drop-down menu item, each and every Bay will need the distances to one another to be manually entered.

Distance Table Area

The Distance Table area displays a list of the distances between the Bays themselves.

SapphireOne uses a combination of the distances declared to each bay from the starting point in the Bay Area, then looks at the distance declared between the bays themselves in the Distance Table area, to determine the most efficient picking process or sequence. It minimises the total distance that an employee has to commute to pick the order.

Actions Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

  • Sequence – SapphireOne automatically generates a unique sequence number for each action.
  • Title – Enter a title for the action.
  • Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
  • Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
  • User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
  • Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
  • Status – The user has three options: Open, Hold, and Completed.
    • Open – Action is open and active.
    • Hold – Action is active, but no alarms will be active.
    • Completed – Action is now Inactive and won’t be displayed in any list of actions.
  • Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
  • Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

  • Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
  • Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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